Modernizing Financial Systems

Modernizing Financial Systems

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Project Details

The Financial System Modernization project focuses on implementing policy, procedure, and system changes needed to increase consistency in financial operations across campus and create the conditions for a successful future ERP implementation. Phase 1 began November 2023 and most activity will conclude December 31, 2024.  Phase 2 will begin Fall 2024.

Project Objectives

  • Enhance the *DEFINE financial system to optimize business operations.
  • Improve business processes and policies.
  • Increase data access, availability, and usability.

Project Working Group

Executive Sponsor: Vice President and Chief Financial Officer
Policy and Procedure Improvements: Financial and Administrative Services
Business Solutions: University Business Services (UBS)
Technical Support: Enterprise Technology; Enterprise Business IT Solutions (eBITS)
Consultation: Council of University Business Officers

Scope of Work

Area

Phase II Scope

Expanded use of UT Tracker & Enhancements
  • Expand the use of UT Tracker
  • Enhance existing VP2 and VPE request forms
  • Implement VE5 Request form
  • Implement programmatic generation of documents in *DEFINE (VE5, VPE, and VP2)
Chart of Account Modernization
  • Financial Data Clean-up - Fund expiration date and unit code clean-up
  • EOM Training Modernization
  • *DEFINE CA3 enhancements
Policy and Procedure Review
  • OOEF process redesign and HBP 9.1.1. Entertainment and Official Occasion policy revision
  • Financials Policy and Processing Improvements
Training
  • UT Tracker Training Development
  • Enhanced EOM Training
SS1 Enhancement
  • Add multi-recipient on a single document functionality
  • Document creation through excel upload
SS2 on the Web
  • Move SS2 documents to the web as part of the Award Suite
  • Add multi-recipient on a single document functionality
  • Add excel upload document generation functionality
Financial Reporting Improvements
  • Deploying Power BI cubes, reports, and dashboards for Financial and Human Resources for campus reporting and data analytic purposes
Enhance eDOCs User Interface and add additional document types
  • Modernize eDOCs interface
  • Implement mobile friendly/responsive design
  • Add VT5, VT7, and VP7 documents for web approval
Request to Pay Lifecycle Transformation
  • Finalize proposal for expanded Jaggaer solution for request to expense functionality
Account Request Transformation
  • Automate the account request form submission process
  • Ensure dynamic fields, implement routing for approvals including CSU and specific departments
  • Provide tracking mechanism for monitoring the status of requests

 

Phase 1

Accomplishments to date include:


Request to Pay Lifecycle Transformation: Engaged with Huron to evaluate and expand Jaggaer for request to expense functionality.

Financials Policy and Processing Improvements: Addressing billing issues, standardizing report codes, and updating AUF and NACUBO codes.

Signature Desk Approval Improvement: Enhanced flexibility for signature approvals.

Updated Procurement Forms: Streamlined forms for various procurement needs, including noncompetitive purchases and emergency procurements.

UT Market Enhancements: Expanded functionality and new catalogs for easier campus purchases.

Unified Navigation Framework: Created a unified navigation framework across multiple financial applications.

UT Tracker Enhancements: *DEFINE integration implementation and new request form types (RTA and VP5).